CSCD CLERK

Job Title:

Front Office Clerk

Job Code:

9991600

Reports To:

Unit Supervisor

FLSA Code:

Non-Exempt

Unit:

Field Services 

Job Summary: Perform a variety of routine to moderately complex, repetitive tasks involving customer service and support/clerical activities which may include, but are not limited to: create and maintain documents, files, databases and tracking tools; answer routine inquiries; coordinate mailings and photocopying; and distribute files and reports. Considerable confidentiality, awareness, judgment, tact, creativity and initiative are required in performing tasks and resolving issues. Works within a well-defined framework of policies and procedures, under immediate supervision.

Management Scope: None.

Duties and Responsibilities:

% of Time

Essential

Non-essential

Enter community supervision case information; collect probation and restitution payments; balance payments at the end of shift. Retain payments in a designated secure, locked location, when necessary.

40

E

Serve as unit receptionist; monitor unit sign-in board; respond to internal and external inquiries (in person and via telephone); re-direct calls to appropriate party; diffuse client situations in the front desk area or escalate to management in a timely manner, when applicable.

35

E

Provide clerical assistance during client orientations: maintain sign-in sheet, distribute monthly report forms, and advise supervisory staff when clients need to be reassigned to another satellite office.

E

Date stamp, sort and distribute mail, fax transmittals, and reports. Assist in the assignment of case files, mailings, file assembly, and photocopying requests, as needed. Maintain and track the flow of client files that are received and sent by the courts and other satellite offices.

10

E

Coordinate and maintain an inventory of office supplies and client-specific documents.

05

E

In the absence of the Field Services Technician, maintain a daily list to document when urine samples are secured for adult probation clients.

05

E

Build and maintain professional, cooperative relationships with clients, CSCD staff, and the general public.

05

E

Perform other duties as assigned by the supervisory staff and as requested by the unit staff.

05

E

Education, Experience and Training

• Graduation from an accredited high school or GED program.
• Up to two (2) years administrative or secretarial experience in a fast-paced work environment.

Special Requirements, Knowledge, Skills and Abilities

• Ability to type 25 words per minute.
• Demonstrated proficiency in the use of MS Excel, Word and Outlook required.
• Ability to adapt to changing priorities and expectations.
• Ability to work effectively under sometimes stressful and emotionally charged situations.
• Ability to input and retrieve data and information using designated client management systems, County systems and e-mail systems.
• Demonstrated ability to learn and apply computer programs to office functions with minimal instruction.
• Ability to understand and follow written and verbal instructions, organize and process work.
• Effective time management, problem solving and listening skills.
• Ability to demonstrate sound work ethics and cultural awareness and sensitivity.

Additional Requirements

Physical/Environmental Requirements

• Ability to effectively communicate, both verbally and in writing.
• Ability to establish and maintain effective working relationships with employees, departments and the general public.
• Must pass an extensive background check during new hire process, when applicable.

• Primarily perform work inside a standard office environment.
• May require prolonged sitting, standing, walking, and the ability to lift files, boxes, and other materials up to 15 lbs., unassisted.